Operator desk manuals

Each desk below is a procedure rather than a description, and each depends on something granted centrally. Admissions needs committee membership, finance needs a fee operations role, the library circulation desk needs a Librarian staff type, and transport changes need leadership. If a step refuses, check that grant before assuming the record is wrong - the screens are usually visible to more people than the actions are.

Admissions desk

1. Confirm the cycle is open, then share the public form at /admissions/apply.
2. Open each new application at /admissions/applications, read the documents, and mark each one verified. Enrolment refuses later and names anything still unverified.
3. Record entrance test outcomes at /admissions/tests and interview outcomes at /admissions/interviews.
4. Shortlist, then issue the offer. The guardian accepts using the parent email and the pupil date of birth exactly as recorded on the application.
5. Enrol at /admissions/enrollments once the offer and the application both read accepted. If the family email already belongs to another account the pupil is still enrolled, but the guardian is created without a portal login.
6. Finish at /parents: confirm the guardian record, issue the login if enrolment could not, and check that fee instances now exist for the pupil.

Finance desk

1. Search the pupil at /fees/collections, select the pending instalments, and record the mode and reference.
2. Check the receipt email marker on the payment row at /fees/payments before the family leaves the counter.
3. Resend a failed receipt from /fees/payments or /fees/receipts. A row reading NO_EMAIL needs an address added at /parents first.
4. Never re-key an online payment by hand; reconcile it at /fees/payment-history instead.
5. Point families to /fees/me for their own balance, and raise waivers or refunds for somebody else to approve.

Library desk

1. Issue against the borrower and the copy; the due date defaults from the loan period held at /settings/library.
2. On return, the fine is calculated as calendar days late minus the grace period times the per-day rate. Holidays are not excluded.
3. Fulfil reservations in queue order; a hold that is not collected within the reservation hold period expires when the daily job runs.
4. Lost and damaged charges are separate fixed amounts, also set at /settings/library.

Transport desk

1. Assign a pupil to a route stop at /transport/assignments. A stop with a monthly fee above zero creates transport charges, provided a fee type with the code TRN already exists.
2. Drivers run their own trips at /transport/duty; only one trip per vehicle can be in progress and a completed trip cannot be reopened.
3. Watch the fleet at /transport/day-sheet, log breakdowns and substitute vehicles at /transport/incidents, and export boarding history from /transport/reports.
4. Families see live position at /parent-dashboard/transport only while a trip is running.

Purchasing desk

1. Raise the order at /procurement against an existing vendor. Totals above 500 are created pending approval; anything at or below is created already approved.
2. Receive goods and correct stock at /inventory.
3. Match the invoice at /finance/vendor-bills when it arrives.
4. Vendors see only their own orders, and only once their vendor record is linked to an active portal user.

• Operator daily playbook

  Shift checklist including transport desk

• Transport workflows

  Setup and daily duty usage

• Offer & enroll workflow

  Enrollment creates parent portal + magic link